HomeMy WebLinkAbout2016-119 IGA - Jackson County - Watershed Law Enforcement
INTERGOVERNMENTAL AGREEMENT BETWEEN
JACKSON COUNTY AND THE CITY OF ASHLAND
RELATING TO LAW ENFORECMENT SERVICES
WITHIN THE ASHLAND INTERFACE AND ASHLAND WATERSHED
PARTIES
THIS AGREEMENT (herein referred to as "Agreement") is entered into by and between JACKSON
COUNTY, a political subdivision of the State of Oregon (herein referred to as "COUNTY"), on behalf of
the Jackson County Sheriff's Office (herein referred to as "JCSO") and the CITY OF ASHLAND, a
municipal corporation of the State of Oregon (herein referred to as "CITY") and is applicable to all
properties located within the geographic area that constitutes the Ashland Watershed. County and City are
herein individually referred to as the "Party" and collectively referred to as the "Parties."
STATUTORY AUTHORITY
1. In accordance with and pursuant to the provisions of ORS Chapter 190, entitled
"INTERGOVERNMENTAL COOPERATION," the COUNTY is authorized to jointly provide for the
performance of a function or activity in cooperation with a "unit of local government" that includes CITY
or other governmental authority in Oregon. By acceptance of this Agreement, the CITY certifies that it
meets the above criteria for eligibility for such cooperation with the COUNTY.
2. As a result of this Agreement and pursuant to ORS 190.030, any unit of local government,
consolidated department, intergovernmental entity or administrative officers designated herein to perform
specified functions or activities is vested with all powers, rights and duties relating to those functions and
activities that are vested by law in each separate party to the Agreement, its officers and agencies.
RECITALS
WHEREAS, CITY desires to contract with the COUNTY for the provision of law enforcement
services within the geographic area that constitutes the Ashland Interface and Ashland Watershed; and
WHEREAS, the COUNTY, through JCSO, has the resources to provide law enforcement services to
the CITY; and
WHEREAS, the parties are authorized to enter into such agreements pursuant to chapter 190 of the
Oregon Revised Statutes; and
WHEREAS, JCSO and CITY have established service goals and principles of cooperation that
preserve the value of the COUNTY providing independent, responsive and professional law enforcement
services and agree to the following:
The parties to this agreement recognize that public use of the Ashland Interface and Ashland
Watershed lands is usually located in areas that are remote or sparsely populated. The parties also
recognize that the enforcement of State and local law is related to the administration and regulation of
the Ashland Interface and Ashland Watershed, and that COUNTY has/have a limited amount of
financing to meet their responsibility of enforcing these laws. JCSO will provide at a reasonable and
predictable cost, efficient, high-quality, appropriate law enforcement services supported by technology
to meet the law enforcement policing goals of CITY that allows the COUNTY to recover the cost of
providing such services.
2016-2017 Ashland IGA
i
AGREEMENT
INCORPORATION OF RECITALS
The recitals set forth above are true and correct and are incorporated herein by this reference.
NOW, THEREFORE, in consideration of the terms and conditions contained herein, it is mutually agreed
by and between the COUNTY and CITY as follows:
1. Law enforcement services. The COUNTY will make available to the CITY, through JCSO, the law
enforcement services listed in Exhibit A, which is incorporated herein by reference. Services consist
of law enforcement patrols and other related services provided by personnel assigned primarily for the
benefit of the geographic areas within the boundaries of the Ashland Interface and Ashland Watershed.
2. City Law enforcement Services.
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2.1. City Law Enforcement Services. Beginning July 1, 2016 through Stpb@FAZ'r 30, 2017, the
COUNTY agrees to provide to the CITY the level, degree and type of "law enforcement
services" set forth in Exhibit A.
2.2. Payment. In consideration of the law enforcement services to be provided by the COUNTY to
the CITY, the CITY agrees to make payment the COUNTY upon receipt of an invoice.
3. Compensation.
3.1 The COUNTY will charge for services outlined in Exhibit A.
3.1.1. Service costs shall include, but not be limited to, salary, benefits and special pays, if
any, for personnel providing the service, overtime, supplies, services, telephone, motor
pool, systems services, insurance, equipment and associated administrative costs.
3.1.2. Service costs shall not include the cost of services for JCSO's activities required by
state law or supported by an independent dedicated revenue source, and services
excluded from cost allocation at the discretion of the COUNTY. For the purpose of this
agreement, such services and their associated administrative costs shall be considered
non-chargeable.
3.2. Unit Costs. The Unit Costs for each service listed on Exhibit A are based on costs associated
with Seasonal and Full-Time Equivalent (FTE) personnel performing services to CITY under
this Agreement.
3.3. Billing. The CITY shall be billed monthly. Payments shall be due within 30 days after invoicing
by the COUNTY. In the event the CITY fails to make a monthly payment within 30 days of
billing, the COUNTY may charge an interest rate of one-half percent (.5%) per month.
4. Decisions and Policy-Making Authorities The COUNTY will provide the services identified in Exhibit
A in accordance with the following:
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4.1. Operational Decisions and Policy-Making Authorities. The respective authorities of the CITY
and the COUNTY to make operational decisions and develop and implement policies shall be
governed by the guidelines contained in Exhibit A, Operating and Financial Plan, attached
hereto and incorporated by this reference.
4.2. Coordinating Agents. The COUNTY appoints the Sheriff or his designee and the CITY
appoints the Mayor or his/her designee, who shall act as coordinating agents for the parties to
provide correspondence and communications related to the administration of this Agreement.
4.3. Schedules. The Sheriff or his designee, upon receipt of input from the CITY, shall determine
the appropriate working schedule for the JCSO personnel assigned to perform the services under
this agreement to the CITY. The schedule shall be established to provide weekly law
enforcement services for a minimum of sixteen (16) hours per week.
5. Special Provisions.
5.1. CITY Purchases. The CITY shall supply at its own cost and expense any special supplies,
stationary, notices, and forms where such must be issued in the name of the CITY. The
COUNTY shall provide supplies and equipment routinely provided to its deputies. When the
CITY purchases or leases any equipment for use by JCSO personnel assigned to the CITY, prior
written approval is necessary from the COUNTY to ensure the equipment can be integrated into
applicable COUNTY systems. Routine supplies and equipment include, but are not limited to,
paper, staplers, paperclips, and shared desktop computers. The COUNTY will not approve items
it can provide at an equal or lower cost or that are not standard issue.
5.1.1. Technology or Specialized Equipment. The COUNTY agrees to provide JCSO staff
that are trained and equipped with such technology as is customarily provided to its
patrol deputies. Such technology may include, but is not limited to: mobile data
computers (MDCs), computer access to criminal history data and other like data, and
other current technology utilized within law enforcement services.
5.2. Use of CITY Facility by JCSO. The CITY and COUNTY agree that incidental use of CITY
facility by JCSO personnel shall not be charged to the COUNTY.
5.3. Citations for Infractions and Violations. All citations issued for infractions and violations,
unless the violation requires confinement, shall be cited to the CITY'S Municipal Court. The
release of vehicles impounded within the CITY limits shall be processed through the CITY of
Ashland.
5.4. Computers.
5.4.1. The COUNTY will provide access to a computer for every staff member assigned to
the conduct patrols under this Agreement.
5.4.2. The County Information Technology Department will be responsible for the repair and
maintenance of all COUNTY equipment, software, and accessories that are used.
5.4.3. Replacement computers will be furnished via COUNTY departmental chargebacks, as
needed.
2016-2017 Ashland IGA
6. Reporting.
6.1. Notification of Suspicious Activity. The CITY designee will notify the COUNTY in the event
of suspicious occurrences within the CITY.
6.2. Monthly Reports. The COUNTY, through JCSO, will report monthly to CITY on law
enforcement services provided by this Agreement.
7. Personnel and Equipment. The COUNTY is acting hereunder as an independent contractor so that:
7.1. Control of Personnel. Control of personnel, standards of performance, discipline and all other
aspects of performance shall be governed entirely by the COUNTY. Allegations of misconduct
shall be investigated in accordance with COUNTY and JCSO Policies and Procedures as well
as any applicable collective bargaining agreements.
7.2. Status of Employees. All JCSO personnel rendering service to CITY hereunder shall be for all
purposes employees of the COUNTY.
7.3. Liabilities. All liabilities for salaries, wages, any other compensation, injury, or sickness arising
from performance of the law enforcement services by the COUNTY hereunder shall be that of
the COUNTY.
7.4. Provision of Personnel. The COUNTY, through JCSO, shall furnish all personnel and such
resources and material deemed by the JCSO as necessary to provide the level of service herein
described.
8. CITY Responsibilities. In support of the COUNTY providing the services described in Exhibit A, the
CITY promises the following:
8.1. Municipal Code. The CITY shall, to the extent reasonably possible, taking into consideration
local circumstances, endeavor as it adopts local ordinances to have such ordinances be
consistent with ordinances of the COUNTY and/or state law applicable to the subject matter of
this Agreement. It is recognized that it is in the interest of both parties to this agreement that
reasonable uniformity of common regulations will promote efficient provision of law
enforcement services.
9. Duration. The term of this agreement shall be from July 1, 2016 through and including June 30, 2017.
10. Termination. Either party to this Agreement may terminate said agreement by giving a thirty (30) day
written notice to the other party. The amount due to either party by the other under Section 2.2 shall
be prorated on a daily basis as of the date of termination.
10.1. Limitation of Liabilities.
10.1.1. Termination will not prejudice either party's right to tort liability coverage under this
Agreement for any covered liability incurred prior to the date of termination.
10.1.2. Neither party shall be liable to the other for any incidental or consequential damages
arising out of or related to this Agreement.
2016-2017 Ashland IGA
11. Indemnity; Insurance.
11.1. Indemnity.
11.1.1. CITY Held Harmless. Unless prohibited by the Oregon Tort Claims Act and the
Oregon Constitution, the COUNTY shall defend, indemnify and hold harmless
the CITY and its officers, employees and agents from any and all costs, claims,
judgments, or awards of damages, resulting from the acts or omissions of the
COUNTY, its officers, deputies, employees, or agents associated with this
agreement. In executing this agreement, the COUNTY does not assume liability
or responsibility for or in any way release the CITY from any liability or
responsibility which arises in whole or in part from the existence or effect of
CITY ordinances, rules, regulations, resolutions, customs, policies, or
practices. If any cause, claim, suit, action or administrative proceeding is
commenced in which the enforceability and/or validity of any such CITY
ordinance, rule, regulation, resolution, custom, policy, or practice is at issue, the
CITY shall defend the same at its sole expense and if judgment is entered or
damages are awarded against the CITY, the COUNTY, or both, the CITY shall
satisfy the same, including all chargeable costs and attorney's fees.
11.1.2. COUNTY Held Harmless. Unless prohibited by the Oregon Tort Claims Act and the
Oregon Constitution, the CITY shall defend, indemnify and hold harmless the
COUNTY, its deputies, employees and agents from any and all costs, claims, judgments
or awards of damages, resulting from the acts or omissions of the CITY, it's officers,
employees or agents associated with this agreement. In executing this agreement, the
CITY does not assume liability or responsibility for or in any way release the COUNTY
from any liability or responsibility which arises in whole or in part from the existence
or effect of COUNTY ordinances, rules, regulations, resolutions, customs, policies, or
practices. If any cause, claim, suit, action or administrative proceeding is commenced
in which the enforceability and/or validity of any such COUNTY ordinance, rule,
regulation, resolution, custom, policy or practice is at issue, the COUNTY shall defend
the same at its sole expense and if judgment is entered or damages are awarded against
the COUNTY, the CITY, or both, the COUNTY shall satisfy the same, including all
chargeable costs and attorney's fees.
11.2. Insurance. CITY shall at its own expense provide the following insurance:
11.2.1 CITY shall obtain and maintain at all times during the course of the Agreement General
Liability insurance coverage pursuant to the Oregon Tort Claims Act and subject to the
limits of the Act covering Bodily Injury and Property Damage on an "occurrence" form
in the amount of not less than $1 Million per occurrence/$2 Million general aggregate
for the protection of the COUNTY, its officers, elected officials, agents, employees and
volunteers.
11.2.2 Additional Insured Provision. The CITY's insurance shall include "Jackson County,
its elected officials, agents, officers, volunteers and employees" as additional insureds.
2016-2017 Ashland IGA
11.2.3. Certificates of Insurance. In respect to general and Automobile Liability, and
Professional Liability, and as evidence of the insurance coverage required by this
contract, the CITY shall furnish acceptable insurance certificates to COUNTY prior to
COUNTY commencing work under this contract. CITY shall name Jackson County,
and its elected officials, officers, volunteers, agents and employees as Additional
Insured on any insurance policies required herein but only with respect to COUNTY's
services to be provided under this contract. A copy of the Additional Insured
Endorsement must be provided to the COUNTY with the Certificate of Insurance. The
certificate will specify all of the parties who are Additionally Insured. Insuring
companies or entities are subject to COUNTY acceptance. If requested, complete
copies of insurance policies; trust agreements, etc., shall be provided to the COUNTY.
The CITY shall be financially responsible for all pertinent premiums, deductibles, self-
insured retentions and/or self -insurance.
11.2.4. Notice of Cancellation. There shall be no cancellation, material ch austion of
aggregate limits or intent not to renew insurance coverage withou notice to
u '
the COUNTY. Any failure to comply with . ' p vision will not affect the insurance
coverage provided to the COUNTY. Th ~ys' notice of cancellation provision
shall be physically endorsed to the policy.
11.2.5. Insurance Carrier Rating. Coverage provided must be underwritten by an insurance
company deemed acceptable by the COUNTY. Insurance coverage shall be provided
by companies admitted to do business in Oregon or, in the alternative, rate A- or better
by Best's Insurance Rating. The COUNTY reserves the right to reject all or any
insurance carriers(s) with an unacceptable financial rating.
11.2.6. Self-Insurance. As an alternative to the provisions of Section 11.2.5 above, CITY may
fulfill its insurance obligations herein through a program of self-insurance, provided
that the CITY's self-insurance program complies with all applicable laws, and provides
insurance coverage equivalent in both type and level of coverage that satisfies this
Section 11. IF the CITY is self-insured, the COUNTY Risk Manager must approve the
self-insurance, in writing, as satisfying this section.
12. Non-discrimination. The COUNTY and the CITY certify that they are Equal Opportunity Employers.
13. Assignment. Neither the COUNTY nor the CITY shall have the right to transfer or assign, in whole or
in part, any or all of its obligations and rights hereunder without the prior written consent of the other
party.
14. Audits and Inspections. The records and documents maintained by each party with respect to all matters
covered by this Agreement shall be subject to inspection, review or audit by the COUNTY or CITY
during the term of this Agreement and for a period of three (3) years after termination of this Agreement.
Exception to this stipulation is for confidential internal affairs investigations conducted by the
COUNTY.
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15. Notice. Any formal notice or communication to be given by the COUNTY to the CITY under this
Agreement shall be deemed properly given if personally delivered or mailed postage prepaid and
addressed to:
CITY OF ASHLAND, Forest Division
Chief Chris Chambers
chris.chambers@ashland.or.us
455 Siskiyou Blvd.
Ashland, Oregon 97520
Any formal notice or communication to be given by the CITY to the COUNTY under this Agreement
shall be deemed properly given if personally delivered or mailed postage prepaid and addressed to:
JACKSON COUNTY SHERIFF'S OFFICE
Attn: Melissa Allen, Projects Coordinator II
allenme@jacksoncounty.org
5179 Crater Lake Highway
Central Point, Oregon 97502
The name and address to which notices and communications will be directed may be changed at any
time by either the CITY or the COUNTY provided that such notice has been given to the other party in
writing.
16. COUNTY as an Independent Contractor. The COUNTY is, and shall at all times be deemed to be, an
independent contractor. Nothing herein shall be construed as creating the relationship of employer and
employee, or principal and agent, between CITY and COUNTY or any of the COUNTY's elected
officials, officers, agents or employees. The COUNTY shall retain all authority for rendition of
services, standards of performance, control of personnel, and other matters incident to the performance
of services by COUNTY pursuant to this Agreement.
17. No Joint Financing. This Agreement does not contemplate the financing of any joint or cooperative
undertaking. There shall be no budget maintained for any joint or cooperative undertaking pursuant to
this Agreement.
18. Headings. The headings and captions to sections of this Agreement have been inserted for identification
and reference purposes only and shall not be used to construe the meaning or to interpret this
Agreement.
19. Construction. The parties agree and acknowledge that the rule of construction that ambiguities in a
written agreement are to be construed against the party preparing or drafting the agreement shall not be
applicable to the interpretation of this Agreement.
20. Agreement Administration.
20.1. Agreement Administrators. The CITY Mayor, or designee, and the COUNTY Sheriff, or his
designee, shall serve as agreement administrators to review agreement performance and resolve
operational problems.
2016-2017 Ashland IGA
20.2. Referral of Unresolved Problems. The CITY Mayor, or designee, shall refer any service
operational problem, which cannot be resolved, to the JCSO Support Bureau Captain, and if still
not resolved to the COUNTY Sheriff. The COUNTY Sheriff and CITY Mayor shall meet as
necessary to resolve such issues.
21. Amendments. This Agreement may be amended at any time by mutual written agreement of the CITY
and the COUNTY.
22. Entire Agreement. This Agreement and Exhibit A contain all of the agreements of the parties with
respect to any matter agreed hereto. Any prior agreements, promises, negotiations or representations
of or between the parties, either oral or written, relating to the subject matter of this Agreement, which
are not expressly set forth in this Agreement are null and void and of no further force or effect.
23. Waiver. The waiver by either party of a breach or violation of any provision of this Agreement shall
not operate or be construed as a waiver of any subsequent breach thereof. No delay or failure to require
performance of any provision of this Agreement shall constitute a waiver of that provision as to that or
any other instance. Any waiver granted by a party must be in writing to be effective, and shall apply
solely to the specific instance expressly stated.
24. Severability. If any of the provisions contained in this Agreement are held illegal, invalid or
unenforceable, the remaining provisions shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have caused this agreement to be executed on this day
of 92016.
CITY of ASHLAND JACKSON COUNTY
c~~~ C tw L ,Danny Jordan, County Administrator
Dave Kanner, Cit Administrator
` Date l
Date
APPROVED AS TO LEGAL SUFFICIENCY:
Z z
3>avcd ~,o%v % , City ttorney Sr. Assistant County Counsel
Date Date
APPROVED:
Ca
Corey Falls, Sheriff
Date:
2016-2017 Ashland IGA
EXHIBIT A to
INTERGOVERNMENTAL AGREEMENT
Between
JACKSON COUNTY
And the
CITY OF ASHLAND
OPERATING AND FINANCIAL PLAN
A. Reimbursement for all types of enforcement activities shall be at the following rates unless
specifically stated otherwise:
Seasonal JCSO Criminal Deputy
RATE DESCRIPTION
NTE $26.00/hour Seasonal deputy regular wage rate
NTE $39/hour Seasonal deputy overtime rate
NTE 7.65% of Fringes, actually incurred (base rate only)
monthly wages
$500.00/month Vehicle Rate
$0.54/mile (GSA) Vehicle Mileage driving to, from and within the
Watershed
$51.73 Cell phone
$150.00/month Administrative Costs, uniform and duty gear
NTE $1,500.00/year Miscellaneous equipment and supplies authorized by
the City of Ashland in advance (as per terms in Master
Agreement).
Full-Time, JCSO Criminal Deputy
RATE DESCRIPTION
NTE $34.14/hour E6 FT Deputy regular wage rate
NTE $51.22/hour E6 FT Deputy overtime rate
NTE 63% of Fringes, actually incurred
regular wages
NTE $26% of Fringes, actually incurred
overtime wages
$0.54/mile (GSA) Vehicle Mileage during time worked within Watershed
Page 1
Full-Time, JCSO Sergeant II
RATE DESCRIPTION
NTE $37.33/hour E6 FT Deputy regular wage rate
NTE $55.99/hour E6 FT Deputy overtime rate
NTE 63% of Fringes, actually incurred
regular wages
NTE $26% of Fringes, actually incurred
overtime wages
$0.54/mile (GSA) Vehicle Mileage during time worked within Watershed
B. Total reimbursement to the County under this Operating Plan shall not exceed $13,000
II. PATROL ACTIVITIES:
A. Time schedules for patrols will be flexible to allow for emergencies, other priorities, and day-to-
day needs of both the County and the City of Ashland. In general, patrols within the Ashland
Interface and Ashland Watershed will be 2 days (16 hours) per week during fire season (5 months
occurring June 1 through November 1), with at least one day per week falling on either Saturday
or Sunday, subject to availability of the JCSO deputy.
• Patrol on following Forest Service roads, campgrounds, developed sites, or dispersed areas
(when open and accessible for public use):
Ashland Watershed Areas
National Forest System Land within the Ashland Watershed:
Patrol Areas:
FS Roads 20, 2060 and 2080200 2060300 road to landing
2060100 road (Water Plant) Lamb Saddle
Horn Gap 2060400 to Skyline Mine
Grouse Gap & Mt. Ashland Summit 2060500 to Winburn Ridge
Old shooting range off Granite Street (foot)
Trailheads:
White Rabbit
Bull Gap
Four Corners
Rabbit Ears (just below Mt. Ashland
summit)
Lamb Saddle/Lamb Mine
Page 2
National Forest System Land outside the Ashland Watershed:
Patrol Areas:
FS Roads 2060, 20809 2080400, and 2080600
Trailheads:
Eastview Lower
Eastview Upper
City of Ashland owned land within the Ashland Watershed:
Patrol Areas:
Area above large City granite pit off FS Road 2060 (foot)
Access road around Reeder Reservoir to East Fork
Glenview Drive granite pit and above (foot)
Red Queen Trail (foot)
Waterline Trail (just above Water Plant Road)
Old Shooting Range/Fairy Ponds Area (foot)
Lower 2060 road/Top of Granite St
City of Ashland owned land outside the Ashland Watershed:
Patrol Areas:
Hitt Road to City Water Tank Oredson-Todd Woods/Siskiyou Mt. Park via
TID Ditch (Strawberry Ln to south) Park St Gate (vehicle access)
Toothpick Trail
Siskiyou Mtn. Park (foot)
Trailheads:
Toothpick Trailhead (Tolman side)
Alice in Wonderland/Bandersnatch
(2060 just above Morton St)
III. EQUIPMENT:
Not to exceed $1,500.00 for miscellaneous equipment and supplies authorized by the City of Ashland
in advance. Equipment shall be defined as any article of nonexpendable, tangible personal property
having a useful life of more than one year and an acquisition cost which equals or exceeds the lesser
of the capitalization level established by the County for financial statement purposes, or $5,000. Only
items meeting this definition shall be subject to reimbursement limited to a pro rata share based on the
percentage of time it is used under this agreement. All other items approved for purchase in the
Operating Plans shall be reimbursed in full (100%).
Total reimbursement for this category shall not exceed the amount of. $1,500.00, as a portion of the
$13,000.00 under the operating plan
IV. BILLING FREQUENCY:
Invoices. The County will submit monthly invoices to the City of Ashland for reimbursement of
services provided under this operating plan. Invoices shall be printed on the County's department
letterhead and shall include the following:
1. Date of invoice,
Page 3
2. Actual dates of services (from MM/DD/YY to MM/DD/YY),
3. Description of services (hours worked x rate/hour; miles x rate/mile),
4. Total amount billed to the City of Ashland,
5. Signature from Sheriff, or other authorized representative, certifying that services have been
performed as described on invoice and supporting documentation,
6. Supporting documentation as described below in Section B.
The invoices and supporting documentation shall be forwarded for payment as follows:
Ashland Fire & Rescue, Forest Division
Attn: Chief Chris Chambers
455 Siskiyou Blvd.
Ashland, Oregon 97520
Invoices may also be emailed to chris.chambers(?ashland.or.us
Address coversheets to:
Chris Chambers, Forest Division Chief
Supporting Documentation. The supporting documentation shall provide sufficient detail to allow the
City of Ashland to identify reimbursable expenditures. They shall consist of an activity reports with dates
of service,
1. Areas patrolled and miles traveled,
2. Person-hours worked,
3. Incidences and case numbers
4. Number of public contacts, to include :
a. Arrests made for all violations,
b. All incidents investigated or responded to,
The City of Ashland shall send checks for invoices to:
The Jackson County Sheriff's Office
Attn: Melissa Allen
5179 Crater Lake Hwy
Central Point, OR 97502
Page 4
CERTIFICATE OF COVERAGE
Agent This certificate is issued as a matter of information only
DIRECT and confers no rights upon the certificate holder other
than those provided in the coverage document. This
certificate does not amend, extend or alter the coverage
afforded by the coverage documents listed herein.
citycounty insurance services
Named Member or Participant Companies Affording Coverage
City of Ashland COMPANY A - CIS
COMPANY B - National Union Fire Insurance Company of Pitts, PA
20 East Main Street COMPANY C - RSUI Indemnity
Ashland, OR 97520 COMPANY D - Torus National Insurance Company
LINES OF COVERAGE
This is to certify that coverage documents listed herein have been issued to the Named Member herein for the Coverage period indicated. Not withstanding any
requirement, term or condition of any contract or other document with respect to which the certificate may be issued or may pertain, the coverage afforded by the coverage
documents listed herein is subject to all the terms, conditions and exclusions of such coverage documents.
Type of Coverage Company Certificate Effective Termination Date Coverage Limit
Letter Number Date
General Liability A 16LASH 7/1/2016 7/112017 General Aggregate: $15,000,000
X Commercial General Liability Each Occurrence: $5,000,000
X Public Officials Liability
X Employment Practices
X Occurrence
Auto Liability A 16LASH 7/1/2016 7/112017 General Aggregate: None
X Scheduled Autos Each Occurrence: $5,000,000
X Hired Autos
X Non-Owned Autos
Auto Physical Damage A 16APDASH 7!1/2016 7/1/2017
X Scheduled Autos
X Hired Autos
X Non-Owned Autos
X Property A 16PASH 7/1/2016 7/1/2017 Per Filed Values
X Boiler and Machinery A 16BASH 7/1/2016 711/2017 Per Filed Values
Excess Liability
X Excess Crime B 16ECASH 7/1/2016 711/2017 Per Loss: $250,000
Excess Earthquake
Excess Flood
X Excess Cyber Liability A 16ECLASH 7/1/2016 711/2017 Occurrence/Aggregate: $100,000
Workers' Compensation
Description: Jackson County, and its elected officials, officers, volunteers, agents, and employees are named as additional insureds with respect to
Jackson County's services to be provided under the intergovernmental agreement between the county and the City of Ashland for forest patrol during
the timeframe of July 1, 2016, through June 30, 2017.
Certificate Holder: CANCELLATION: Should any of the coverage documents herein be cancelled before the expiration date
thereof, CIS will provide 30 days written notice to the certificate holder named herein, but failure to mail such
Jackson County Sheriffs Office notice shall impose no obligation or liability of any kind upon CIS, its agents or representatives, or the issuer
5179 Crater Lake Highway of this certificate.
Central Point, OR 97502
BY: ~j
/~~~cr__ Date: June 13, 2016
Purchase Order
Fiscal Year 2017 Page: 1 of: 1
raft. _
TH{s_IVUM8,ER-2W- 4R MAP L a
INVOICES; _-MEiP!_f.1?AcRE~.=
M-3 S'
B City of Ashland _ - - _ - -
ATTN: AP
L Purchase
L 20 E. Main Order #
Ashland, OR 97520
T
O Delivery must be made within doors of
specified destination.
S
V JACKSON CO SHERIFF'S DEPT.
E 787 WEST 8TH H C/O Fire and Rescue Department
N p 455 Slskryou Blvd
D MEDFORD, OR 97501 Ashland, OR 97520
O T
R O
Del'~-
- nil rrdot~Pfl Numb _ ~/endorE N tuber ` Requ>r ron-1~1unber c
-
CHRIS CHAMBERS
Q f rA ore~d end-&% ber tae ,_R~c1 Frer~fi#J Il~thod/Terms_ _
07/18/2016 251 FOB ASHLAND OR City Accounts Payable
o_ _ _ 1 s ri ti4 ilPart o - _ _ - .QTY U0M U d d en
LAW ENFORCEMENT SERVICES
The Above Purchase Order Number Must Apppear On All
Correspondence - Packing Sheets And Bills Of Lading
1 Jackson County Sheriffs Department will provide patrol and law 1.0 $13,000.00 $13,000.00
enforcement services in the Ashland Watershed and areas
identified in the Intergovernmental Agreement approved between
the City and County on June 7, 2016. Up to $1,500 in incidental
materials are allowed as part of the total amount.
Intergov agreement - Approved by council 06/07/2016
Beginning: 07/01/16
Completion: 06/30/16
GL Account: $13,000.00
GL SUMMARY
072900 - 604160 $13,000.00
By:
Authorized Sigpatu
By: ®7; % 1
FORM #3 CITY OF
. ASHLAND
;r a s
REQUISITION Date of request: 7.11.16
Required date for delivery: 7.25.16
Vendor Name Jackson Address, City, State, Zip 5179 Crater I akp HighwaV Central Point, OR 97502
Contact Name & Telephone Number Melissa Allen Projects Coordinator
Fax Number
allenme@jacksoncounty.org
SOURCING METHOD
❑ Exempt from Competitive Bidding ❑ Emergency
❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization
❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached
❑ Written quote or proposal attached _(Attach co of council communication _(If council approval required, attach co of CC
❑ Small Procurement Cooperative Procurement
Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon
❑ Direct Award Date approved by Council: Contract #
-(Attach copy of council communication) ❑ State of Washington
Verbal/Written quote(s) or proposal(s) Contract #
Intermediate Procurement El Sole Source
GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract
$5,000 to $100,000 ❑ Written quote or proposal attached Agency
❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract #
PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement
$5,000 to $75,000 ❑ Form #9, Request for Approval ® Agency Jackson County Sheriffs Office
Date original contract approved by Council:
❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached June 7th, 2016
❑ (3) Written proposals/written solicitation Date approved by Council: (Attach copy of council communication)
❑ Form #4, Personal Services $5K to $75K Valid until: Date
Description of SERVICES Total Cost
Jackson County Sheriff's Department will provide patrol and law enforcement services in
the Ashland Watershed and areas identified in the Intergovernmental Agreement approved
between the City and County on June 7, 2016. Up to $1,500 in incidental materials are allowed as Not to Exceed $13,000
part of the total amount.
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
TOTAL COST
❑ Per attached quote/proposal $13,000
Project Number _ _ _ _ _ _ - _ _ _ Account Number 110.07.29.00.604160
Account Number- Account Number
*Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with department to approve all hardware and software purchases:
IT Director Date Support -Yes / No
By signing this requisition form, I certify that the City's public contracting requirements have been satisfied.
Employee: Department Head:
(Equa to or greater than $5,000)
Department Manager/Supervisor: ity Administrator:
(Equal to or greater than $25,000)
ear YES / N0 _ 71dL -
Funds appropriated for current fiscal year
Finance Director- (Equal to orgreatert $5,000) Date
Comments:
CITY OF
ASHLAND
Council Communication
June 7th, 2016 Business Meeting
Forest Patrol Agreement with Jackson County
FROM:
Chris Chambers, Forest Division Chief, Fire Department
Chris. chambers Aashland. or. us
SUMMARY
The previous collections arrangement between the City of Ashland, Jackson County and the U.S.
Forest Service for 16 hours per week of summer forest and watershed patrol in and around Ashland is
no longer an option. This intergovernmental agreement directly between the City and Jackson County
is proposed to replace the previous agreement at no added cost.
BACKGROUND AND POLICY IMPLICATIONS:
Over two decades ago, the City began a volunteer forest patrol program to discourage activities that
could start fires and cause resource damage or pollution in and around the City's watershed. The City
opted to convert that program to a law enforcement officer patrol more than a decade ago. A collection
agreement through the U. S. Forest Service allowed Jackson County Sheriff s Office patrols twice a
week of federal and non-federal lands, supported primarily by City funding. This agreement authority
is no longer available, necessitating the switch to a direct agreement between the City and Jackson
County to achieve the same goal and level of staffing during the summer fire season.
COUNCIL GOALS SUPPORTED:
8. Protect the integrity and safety of the watershed.
FISCAL IMPLICATIONS:
The new agreement between the City and County keeps the same biennial funding level as the previous
arrangement.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends that Council authorize the intergovernmental agreement with Jackson County for
summer watershed patrol to begin on July 1, 2016.
SUGGESTED MOTION:
"I authorize the City to enter into the Intergovernmental Agreement between Jackson County and the
City of Ashland relating to law enforcement services within the Ashland Interface and Ashland
Watershed."
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